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ASHIKA-HR Policy

HR Policies
And Procedures Manual

Human Resources Development and Management Department

ASHIKA MANABIK UNNAYAN KENDRA


Rajbari Road, Rangamati-4500
Bangladesh
Phone: 880-351-63570
Mobile: 01556702324,01732922848
E-mail: ashika_ranga@yahoo.com

Rights and obligations as stated herein shall not put ASHIKA (the employer) in any obligation.
Employees will be bound by amended or altered terms and conditions as may occur from time to
time solely at the discretion of the employer.

ASHIKA-HR Policy

Introduction
This major revision of the ASHIKA personnel policy and procedures is the first such
comprehensive exercise since 2000. The HR Manual will create an enabling
framework that consciously supports such change, affecting the who, what,
when, where, and how of everything we do.

Responsibilities of the Employee and Associated Behaviors


Empowerment/Accountability - ASHIKA seeks to entrust its staff, particularly
frontline staff who are closest to communities and partners, with more autonomy
and decision-making power. Along with this decision-making authority comes
greater accountability. As a result:

All employees adhere to the highest standards of professional behavior in their


dealings with colleagues, counterparts and community members.

Staff are not afraid to make decisions on issues for which there is no explicit
rules.

Senior managers encourage the empowerment of staff by allowing independent


decision-making by their supervisees.

Recognition and rewards are aligned accordingly.


Stewardship - For ASHIKA, this is defined as the responsible acquisition,
deployment, and control of human, material, and financial resources. All employees
are encouraged to identify how they can become more effective stewards of ASHIKA
resources, thus contributing to greater organizational cost-effectiveness. As a result:

Staff weighs multiple options in using resources and take the most appropriate
action, keeping in mind the best interest of the program participants and
organization.

Senior staff does not ask or allow supervisees to perform personal household
tasks at any time.
Transparency - Staff are expected to demonstrate transparent behavior in their
work. In both internal matters and external relations, those who have access to
information are expected to be open, sharing it freely and generously with others. As
a result:

All staff will be transparent in exercising authority or influence in hiring processes


(both internal and among partners) to avoid nepotism.

Managers give room for grievances to be expressed.

Managers will volunteer information that affects or concerns staff in a timely


manner.

Managers will create an environment where staff can express opinions or


feedback freely and without any fear.

ASHIKA staff is willing and able to explain key information about the organization
when required by an external audience.

When changes in family relationships occur (new relatives) management will be


informed.

Reports of impropriety within the organization will be made openly.


Enabling/Learning Environment - All staff are responsible for ensuring a workplace
environment that is non-hierarchical and which allows everyone to perform to the
best of their ability. On-the-job learning will be seen as a process that continues

ASHIKA-HR Policy
throughout an entire career.
Constructive self-criticism, both individual and
collective, will be encouraged as a means to deeper, more profound institutional
learning. As a result:

Staff are not afraid to make mistakes.

Senior staff seeks to play coaching and mentoring roles.

Senior management teams/managers regularly ask feedback from supervisees.

Critique and constructive criticism is appreciated.

Teamwork and team spirit are encouraged.

On-the-job training is promoted and valued.


Gender and Diversity - The richness of diversity found in the socioeconomic and
cultural environment of Bangladesh, encompassing gender, race, ethnicity, religion,
age and disability will be reflected in our staff and partners at all levels of power and
authority. We believe that each person, by virtue of his or her particular context and
qualities, has a unique identity and combination of aspirations and abilities. Having a
diverse staff composition enhances our chances to better understand the various
perspectives of the poor and marginalized with whom we work; it will also help
ASHIKA earn their confidence. As a result:

Men and women staff value each other, and with respect.

Positive discrimination is consciously promoted.

The perspectives of individuals of diverse background and experience are sought


and used.

Staff show respect to other staff, ASHIKA partners and program participants
irrespective of ethnicity, gender, religion, class or place of origin.
Identity - Staff are encouraged to identify first with ASHIKA, and to its mission,
vision and core values, and then to their particular project or department. As a
result:

Staff does not routinely identify themselves as belonging to a particular project,


but rather to ASHIKA.

The hierarchical relationship between Organization office and field offices is deemphasized.

Project and program support staff recognize their complementarily.

A. Recruitment and Supervision


A.1 Principles
ASHIKA is a dynamic organization, which regularly undergoes change. It promotes
gender and other types of diversity throughout its organization. We view ASHIKA as
part of a wider movement dedicated to ending poverty in Bangladesh especially in
CHT. In line with this, a successful colleague who joins another organization is not
firstly seen as a loss to ASHIKA. As a result, ASHIKA is committed to the
employability of its employees, but not the guarantee of a life-long job. It values
individuals who align themselves strongly with ASHIKAs mission and vision. It will
promote individuals who demonstrate on-the-job learning and constructive critical
thinking, and who freely and generously share information. At all stages of
recruitment, hiring and promotion it seeks individuals with the best match of skills to
the need, the highest standards of personal integrity and a willingness to face the
challenges of living and working at the frontlines of its programming while
demonstrating a commitment to develop themselves within a changing organization.

ASHIKA-HR Policy

A.2 Classification of Employees

A.2.1 Categories

A.2.1.1 Contract
An employee whose contract has been confirmed following the satisfactory
completion of his or her probationary period. All staff will continue subject to the
terms of these policies and procedures until the end of their projects current funding
cycle or 1 (one) years.

A.2.1.2 Probationary Contract


An employee who has been employed to fill a vacancy, but who has not yet
completed his or her probationary period.
A.2.1.3 Temporary Contract
This is for staff hired on short duration. e.g. 2 or 3 months.

A.2.2 Grade Designations, Job Titles and Approval of New Positions


Employees will be assigned a Grade Designation and Job Title based on their grade
and specific job responsibilities. Employees who share the same grade may have
different functions, according to their Job Descriptions, but equivalent levels of
responsibility.

A.2.3 Organizational Strengthening Minimum Standards


Projects and program support departments are subject to minimum structural
standards that define how many staff an activity can use and in which location they
are most effective in contributing to ASHIKAs success. It is the responsibility of the
Coordinator or Manager to justify the type, number and deployment of staff based on
these Organizational Strengthening (OS) Minimum Standards.

A.3 Planning Human Resource Needs: Vacancies

A.3.1 Definition
Vacancies may occur when new positions are created or when the incumbent of an existing
position separates from organization or is transferred to another position. These openings
may be temporarily filled by on an "acting" basis for a maximum of 6 months. The concerned
head of the department or project will issue the letter for such acting assignment with a copy
to HRD. On a case-by-case basis management might consider extensions to this.
Positions are generally filled through competitive processes. Education qualification may be
relaxed in case of highly experienced candidates, both external and internal.
All positions as a general rule, will be opened to qualified internal and external candidates.
ASHIKA employees may apply for any position. Any employee with requisite qualifications
and background can apply directly to HRD for the advertised position irrespective of his/her
present grade.
A.3.2 Advertising

Notifications about vacancies will be circulated widely. Word of mouth, newspapers, notices,
references, recruitment agencies, the Internet or professional journals may be appropriate
media to attract potential applicants.

ASHIKA-HR Policy

A.4 Selection

A.4.1 Recruitment
ASHIKA H R D (Human Resources Development) Department Headed by Officer-HR &
Admin is responsible to implement HR & recruitment policies under the guidance of
executive direction. In the coordination meeting of project manager, office manager and line
chief which is presided over by the Executive director manpower requirement is identified.
As per requirement after the approval of executive committee the vacancy notice is published
in the newspaper. The HR department arranges for interview and from the available
candidates selection committee recommends the suitable candidate for the recruitment and
finally Executive Director take the decision for recruitment. Generally the selection
committee is formed under the following guide line:
Executive Director or Any responsible person as per instruction of ED
Any one member of executive committee
HR Officer
Head of the department (If any)

A.4.2 Minimum Age


No one below 18 (eighteen) years of age may be hired as a ASHIKA employee.

A.4.3 Minimum Notice Period


The minimum notice period between advertisement and competition closure is ten working
days.

A.4.4 Promotion of Gender and Diversity


During recruitment special attention will be given to the gender and diversity balance. To
ensure this, positive discrimination such as reserving some position for women and people of
different ethnic and religious background may be applied.

A.4.5 Recruitment Board Conflict of Interest


Recruitment Board members will be required to state any real or apparent conflicts of interest
they have relating to applicants. A conflict of interest occurs when:
An individuals private interest differs from his or her professional obligations.
Professional actions or decisions occur that an independent observer might reasonably
question.
Potential conflicts of interest must be disclosed and managed as per policy.
A relative of the applicant cannot be a Recruitment Board member.

A.4.6 Composition of the Recruitment Board


Generally the selection committee is formed under the following guide line:
Executive Director or Any responsible person as per instruction of ED
Any one member of executive committee
HR Officer
Head of the department (If any)

ASHIKA-HR Policy

A.4.7 Disqualification of Repeat Applicants


Unsuccessfully applying for two posts within six months will disqualify an applicant from
further consideration for six months.

A.4.8 Interview Ethics


Interview questions should focus on areas relevant to the performance of the job. The same
minimum set of questions must be asked of all candidates, although the Board may ask
additional questions at their discretion.
Any question, scenario or situation given to candidates during written or oral tests must bear
a relevance to the required skills or competencies for the position. Questions must present a
positive professional image of ASHIKA and shall not cast doubt on the integrity or capacity
of any person or unit within ASHIKA or in another organization.

A.4.9 Non-Discrimination
ASHIKA is an equal opportunity employer. ASHIKA will not discriminate against a
candidate's religion, culture, physical handicap, age, etc., unless such aspect is directly related
to requirements of the job. However, consideration in a positive sense may be given to a
person's religions, sex, and ethnicity to promote gender and diversity.

A.5 Hiring
A.5.1 Contracts
All staff will be hired on contracts, the maximum duration of which will be the time
remaining under the current funding contract (for program staff) or five years (for program
support staff). Contracts of both project and program support staff will be renewable, subject
to performance and funding.

A.5.2 HRD Authority to Negotiate Salary and Issue Contracts


Negotiation of salary and benefits of the candidates will be handled by HRD in consultation
with project.

A.5.3 Necessity of Job Descriptions


Each employee should be provided with a job description, upon re-designation, employment,
promotion or change of assignment by the supervisor.

A.5.4 Personal Confidential Files responsibilities


Field offices or departments must maintain an up-to-date Personnel Confidential File (PCF)
in each employee's name. HRD will maintain PCFs of all staff.

A,5,5 Blood Testing


All employees must share blood type information. The test report will be kept in the
concerned employee's PCF and the blood group information must be incorporated in the
employee's Personal History Form. It is the responsibility of the employee to ensure the
existence and accuracy of this report.

ASHIKA-HR Policy

A.5.6 No Objection from Current Employer


Under no circumstances can a person employed by another organization accept a contract
with ASHIKA. Candidates must produce resignation acceptance and release order in original
forms from his or her preceding organization prior an appointment with ASHIKA. The
original copy of the resignation acceptance and release order on official letterhead must be
verified first by HRD (or respective managers at the field office) before signing an
appointment letter. A verified copy of the no objection certificate, along with educational
and experience certificates will be maintained in the PCF.

A.6 Separation

A.6.1 Termination
Termination is used when removal of a staff member by other means is not appropriate.

A.6.2 Service no longer required


There is no longer any formal or informal policy for ongoing projects to absorb staff from
projects that are phasing out. However, such staff may apply for other positions in ASHIKA
on a competitive basis. An employee can be separated because their positions no longer exist.
The employee shall be given one months (1-month) notice in writing indicating the reason,
or one months pay in lieu of notice. Staff making decisions about downsizing should not be
relatives of staff being considered for retention or retrenchment.
In cases of project downsizing, decisions for retention of staff should be determined by
performance, behavioral characteristics related to core values, and project diversity. Female
pregnant staff can be separated from the service due to restructuring, closure of projects, etc.,
with four months basic salary as maternity benefit.

A.6.3 Role of Project and Department


Similar to the recruitment process, determining staff to be retained when some positions are
disappearing provides ASHIKA an opportunity to ensure that the staff it continues to employ
share the organizations mission, vision and core values. Thus seniority should not be a
criteria for reduction-in-force (RIF) decisions as length of service, by itself, is not an
indicator that the employee shares the organizations mission, vision or core values.
There is no longer any formal or informal policy for ongoing projects to absorb staff from
projects that are phasing out. However, such staff may apply for other positions in ASHIKA
on a competitive basis.

A.6.4 Roles for HRD


HRD has three primary roles during a reduction-in-force (RIF) process:
a) Analyst and Consultant: the HRD department should have a long-term overview of
staffing requirements for the organization as a whole in terms of where project
activities are in their lifecycle, and what the projections for needed skills are.
HRD&M is in the best position to advise staff facing separation about other
opportunities within ASHIKA, and the needed skills required for these positions.
b) Referee: In project or department separation processes, the role of HRD is to ensure
that the process is carried out with fairness and integrity. HRD has the authority to
intervene and ensure that the approach being followed is consistent with ASHIKA.

ASHIKA-HR Policy
c) Administrator: By issuing the needed documentation, HRD also performs the
function of administrator. Project Coordinators and department GMs may be in the
best position to make reduction-in-force (RIF) decisions, HRD staff are professionally
qualified to issue appropriate communications with staff affected.

A.6.5 Promotion of Gender, Diversity and Core Values


Where a project or department is facing a reduction in force, where some but not all staff in a
particular cadre are being let go, selection decisions should be primarily influenced by
performance and behavioral characteristics related to core values and the organizations
objectives to increase its diversity.

A.6.6 Discharge
An employee may be discharged from service for reason of physical or mental incapacity or
continued ill health, or other reasons not amounting to misconduct. If an employees
employment contract has not been confirmed, they will be terminated in applicable cases, not
discharged. All discharges must be authorized by the Country Director or designate.

A.6.7 Role of the Medical Board


A Medical Board comprising of three doctors (one ASHIKA and two outside) must be
formed to examine and make a recommendation.

A.6.8 Alternative Employment


On a case-by-case basis, depending on the actual match between skills and opportunities
available, alternative employment may be considered.

A.6.9 Dismissal
Dismissal is used when an employee is convicted of an offense or is found guilty of
misconduct. No order of dismissal can be made without following the formal show cause
procedures. A dismissal must be authorized by the Executive director or designate.

A.6.10 Resignation
An employee must give one month's notice of his/her resignation, failing which, a
proportionate deduction in Basic Salary in lieu of notice, will be made.

A.6.11 Acceptance of Resignation


If an employee resigns from ASHIKA services in any unusual circumstances then the
concerned Project Coordinator/General Manager/Section Manager/Project Manager/Office
Manager will consult with the Manager, HRD section in connection with the acceptance of
resignation.

A.6.12 Retirement
Retirement is mandatory for the employees celebrating 60th birthday. No financial benefits
other than gratuity for retirement. Three (3) months notice will be given to the retiring staff.
However, the Executive Director reserves the right to defer the retirement of any individual.

Notice
A letter of retirement must be issued to every retiring employee at least three months in
advance of his/her retirement date. In the absence of such notice, three months basic salary
should be paid to the employee in lieu of notice.

A.7 Leave entitlement

ASHIKA-HR Policy

Weekly Holiday: All staff and Officer will enjoy weekly holiday on Friday. If the
project staff required working on Friday, he will be entitled to enjoy one holiday
within a week. The rules will permit working on Friday in special case with
compensatory holiday.
National & Festival: To facilitate the enjoying religious festival of different religious
followers and also to enjoy the national days and international days as per government
gazette the staff/officer of Ashika will enjoy 12 Twelve holidays in the year.
The Schedule of national and festival holidays

SL. No. Leave particulars


1
International Mother Language
Day
2
Independence Day
3
Eid E- Miladunnabi( Muslim)
4

Durga Puza ( Hindu)

Budda Purnima (Buddhist)

6
7
8

Christmas Day
May Day
Shabe Barat (Muslim)

Eid ul-Fitre

10

Eid ul-Adha

11
12

National Victory day


Begali New year

Dates
21st February

No of Days
1 Day

26 th March
* subject to appearance of
moon
* subject to appearance of
moon
* subject to appearance of
moon
25 December
1 May
* subject to appearance of
moon
* subject to appearance of
moon
* subject to appearance of
moon
16 th December
As per calendar

1 Day
1 Day
2 Days
2 Days
1 Day
1 day
1 day
2 days
2 Days
1 day
1 Day

Note: Leave for Sl. 3, 4, 5 & 8 are applicable for respective religious.

Leave facilities: In addition to above national and festival holidays the staff officer of
Ashika will enjoy some leave facilities with prior approval from the respective
authorities. Leave application must be submitted to HR department with
recommendation of departmental head in the leave format of the organization where
the staying address during the leave must be given. After sanctioning from HR
department leave can be enjoyed, but the extension of the leave can be done by only
by the permission of HR department. If any body extends leave without permission
will be considered as unauthorized absent and punishable.

Casual Leave: All permanent staff/ officer can enjoy 10 days casual leave with full
days salary. The unutilized CL will be exhausted after a calendar year .More than
three days CL cannot be enjoyed at a time. If any body attaches CL with suffix &
prefix of national/weekly holiday, then weekly or national holiday will exhaust into
CL.
Medical / Sick leave: All permanent staff/officer can enjoy 14 days ML or SL with
full days salary. The medical leave can enjoyed only by recommendation of doctors

ASHIKA-HR Policy

or prior permission of prior permission of HR/ respective department. Sanctioning


ML for 3 days or more doctors certificate is mandatory.
Earn Leave: All permanent employee of the organization entitled to enjoy EL with
full salary after completion of one years continuous services to this organization in
the ratio of 18/1 for total work days in a year with prior approval of HR department.
Un utilized or balance EL will be deposited to the leave position of next year
maximum limit 40 days.
Maternity Leave: The female employee of this organization entitled to enjoy 3 months
maternity leave with full salary. For this purpose registered Doctors advice with EDD
(expected delivery date) calculation must be submitted.

A.8 Benefit
1. Bonuses: Our permanent Staff/ officer entitled to get two festival bonuses in a year
equivalent to the basic salary of every employee and some times bonuses for the
project/temporary employee is considered under discretion of management.
2. Traveling Expenses: The field workers are entitled to get transport/ traveling
allowances under the existing rules of the organization.
3. Working hours and Leisure: All permanent employees will work for 8 hours in a day
with 1 hour launch break. For special requirement of the organization Staff/worker
can work for additional two hours with overtime allowances. The working hour with
overtime should not exceed 10 hours in a day and 60 hours in a week.
4. Discharge/ Retrenchment: The management can take the decision of discharge /
retrenchment of any employee. But in this one months prior notice or I month salary
payment is mandatory.
5. Resignation: If any employee likes to resign from his post, he must give one months
prior notice or in lieu of notice salary surrender for one month is mandatory.
6. The retirement age is 60 years and for calculating the age S.S.C. Certificate or
submitted nationality certificate will be followed.
7. We are arranging for group insurance policy for our permanent employee, but here
length of service should not be less than 3 years. We encourage our project worker to
take life insurance policy for working with us in the project team.
8. The other clauses required for HR policy not included in this policy, in the required
field the Bangladesh Labour Law, 2006 will be followed.

Note: We updating our HR policy and in future we will include provident Fund, gratuity
and compulsory insurance in our HR policy.